Quotes and rental orders
Make a rental order, see what is free as you type, save it as a quote, reserve it, extend it, cancel it - from quote to reserved, picked up and returned.
The steps of a rental order
| Status | What it means |
|---|---|
| Quote | Saved, nothing held. The items can still go to someone else. |
| Sent | The quote was emailed to the customer. Still nothing held. |
| Reserved | The items are held for these dates on the schedule. |
| Picked up | The items are with the customer. |
| Late | Picked up and not back by the return time. |
| Returned | Everything is back. |
| Cancelled | The items are free again; the order stays in the Cancelled list. |
Make a rental order
- Click New rental order (or + next to Orders, or click an empty spot on the schedule).
- Customer - type a name, phone or email. Not there yet? Add a customer makes one without leaving the order.
- When - the Pickup and Return date and time. Quick buttons set one day, one week or one month.
- Handover - At the counter or We deliver (with the delivery address). With several places, pick the Pickup place and Return place.
- Items - search and add each item. Every line shows how many are free for those dates, the price (with the mix, such as "1 week + 2 days") and the deposit. For numbered units, click Units to pick which ones.
- Click Save quote, or Reserve to hold the items straight away.
Add an item sold adds a line for something sold, not rented (such as batteries or gas), and a fee line adds a charge such as delivery.
Under Notes, terms and billing: Notes for the team (never shown to the customer), Note to the customer (on the quote and agreement), the Rental terms, and Billing - once, or every week or month for long rentals (see Invoices and long rentals).
Reserve checks again that every item is free. If someone else took the last one, the order is not reserved and the line says how many are short.
Change an order
- Save - keeps your changes. A reserved order is checked again and the schedule is updated.
- Extend - moves the return time of a reserved or picked-up order, shows the new price and the difference, and checks the items are free.
- Send quote / Send again - emails the customer a link to the quote online. See Online quotes and the customer page.
- More > Back to quote - lets the items go, the order stays.
- More > Duplicate - copies the order to a new quote, for a repeat customer.
- More > Cancel order - with an optional reason. The items are free again.
- Print - the Quote and the Rental agreement as PDF.
The order page also shows its pickups and returns, invoices, payments, deposits and its History.
The Orders list
Orders lists every rental with its customer, dates, status, total and deposit. Filter by status (quotes, reserved, out, late, returned, cancelled), place or dates, or search by order number or customer.